Meeting documents

CDC Services Overview Committee
Wednesday, 13th June, 2018 6.30 pm

Members are asked to consider and comment on the attached draft Cabinet report.

Minutes:

The Committee received a report on the options for procuring the delivery of waste collection, recycling and street cleansing services at the expiry of the current contracts with Serco and Biffa. A formal decision must be made by 3rd September 2018 as to whether the current SERCO contract should be extended by Chiltern and Wycombe Councils or whether a new waste contract should be procured.

 

Members were informed of key risks relating to future commissioning options for the authorities.:-

 

The Joint Waste Collection Committee considered that the best option was to enter into a short extension with Serco with the aim of both contracts expiring in October 2021 but, at the same time, commence procurement activities for a new single long term joint contract for all three authorities with a staggered commencement date of March 2020 and November 2021. This would provide a contingency plan should extension negotiations not achieve a successful outcome. In answer to a question, the Member was reassured that the apportionment of costs would be per household and would be set out in the IDAA.

 

RECOMMENDED to Cabinet

1.

That

 

 

(i)

 

 

the longer term strategy to procure a three way single joint contract for Wycombe District Council, Chiltern District Council and South Bucks District Council be agreed, that the option that should be pursued for the provision of waste etc. services post March 2020 is for Chiltern and Wycombe to agree a contract extension with Serco until the end of October 2021 to align the termination date with the South Bucks/Biffa contract, provided that such extension is compliant with the Public Contract Regulations 2015, and to commence the procurement of a single joint three-way contract to commence in November 2021. However, if the said negotiations are unsuccessful, to commence the procurement of a single joint three-way contract with a staggered commencement of March 2020 in Chiltern and Wycombe and November 2021 in South Bucks.

 

(ii)    authority be delegated to the Head of Environment, in consultation with the Head of Legal and Democratic Services, Head of Finance and the relevant Portfolio Holder, to take the steps necessary to progress the option selected under Recommendation (i) above.

(iii)  authority be delegated to the Head of Environment in consultation with the Portfolio Holder to finalise the specification of the services to be delivered.

(iv)    authority be delegated to the Head of Environment in consultation with the Head of Legal and Democratic Services and the relevant Portfolio Holder to determine the procurement method under the Public Contract Regulations 2015.

(v)    the release of earmarked funds set aside in the Waste Reserve to fund the activity set out in 2 (i) below be approved. The amount not to exceed the total reserve of £281,000 and to be delegated to the Head of Environment and Head of Finance in consultation with the relevant Portfolio Holder.

2     the decisions of the Chiltern, South Bucks & Wycombe Joint Waste Collection Committee be noted and:

 

(i) authority be delegated to the Head of Environment to procure sufficient professional and technical resources to enter into initial discussions and to prepare for and support the procurement project/s;

(ii) an initial budget of up to £200,000 be approved to fund the resources referred to in (i) above, to be funded by the Authorities in proportion to the number of households in each district (CDC - 28.12%; SBDC - 20.46%; WDC - 51.42%), with sums to be released in accordance with each Council’s internal approval process.